When a new works job is created, it's starting status will be "Awaiting Excess/Scope/Contract"
Step One: Generating the Scope Of Works
You will need to either generate the scope from the Assessment job of the project, or via attachments in the Assessment job.
To generate scope from the assessment go to the related assessment job, scroll down to assets where the quote is and click on the eye icon.
This will open your quote in a new window. On the right hand side of the screen click the "Create" button and then choose "Scope of works" pdf. This will download a pdf version to your task bar.
Go back to your works job, go to attachments and upload. Another screen will pop up. Drag the scope into the pop up and hit upload attachments. It will load and then hit ok.
Make sure that excess needs to be collected for the works job. You can check via insurer portal or by looking at the Works Key Functions section of the works job.
To create the invoice you need to go to the create button on the right side of the screen and click on excess invoice. This will change your screen to an invoice page. Make note of the excess amount prior to this to make sure it auto generates the correct amount.
Check that the correct value has generated and then hit save in the right corner. Once this has saved then hit publish. This will change the draft status to sent.
If you then go back to your works job by hitting jump to and selecting the works job. In the attachments of your job there should now be two additional attachments a simple and detailed invoice.
If the repairs are over $3300 and you're in Queensland, then a QBCC contract will need to be sent. To create a QBCC contract you first need to fill out the sections listed under QBCC Contract Kit on your works job. Using your word document labelled QBCC contracts to find the Plan type, no. and lot no. as well as your QBCC word document for the construction days. If you aren’t sure of the council in the area of repairs just google the suburb, eg. “Park Avenue council”.
Once all the sections have been filled out (sometimes a plan type, no. and lot no. don’t show for some addresses – just leave those sections blank if you can’t find them) go to the right side of your screen and click on create choose either QBCC level 1 (for repairs up to $19,999) or QBCC level 2 (claims $20,000 +).
This will change your screen to open a report writer page. Confirm all details are correct and hit publish on the top right hand side of your screen.
Once it has loaded hit the jump to button on the top left hand side of the screen and go back to your works job. On the right hand side of the screen click on the heading attachments and the QBCC will be there. If you cant see the qbcc document in attachments it will now show up under assets at the bottom of the screen. You can then click on the eye and when it opens up hit create and then QBCC level (1 or 2).
Sending Repair Documents
First thing to confirm before sending out documents is whether you have an email address for the insured.
If they don’t: Send this SMS
WORKS TXT FOR EMAIL
Hi NAME, [your company] have been authorised by INSURER to proceed with repairs to your property at ADDRESS. We need to send through your repair documents to confirm you are happy to proceed. Please reply or call us on 1300 554 611 with your preferred document delivery option of either email address or postage. Thank you [your company]
If they do: download all attachments to task bar. Go to the email icon, click send email and a pop up screen will open.
Drag attachments to the email. Subject is Repair Documents – (insert address), email template select “Repair Documents QBCC – Scope & Excess”. Send email.
Once email has been sent follow up with a text message so that the insured is aware they have been sent. This also helps if they don’t receive them to get into contact with you to resend. Use these text messages to follow up once weekly with insured if you haven’t heard or received anything from them. You can also put your work mobile number in the SMS so that they can contact you directly.
If the insured can’t print documents and is happy to do an electronic signing you can send the documents. Make note in the history notes in Crunchwork to say that you have sent them that way.
AWAIT CUST FOLLOW UP
Hi NAME, [your company] regarding to your claim for ADDRESS. We have sent your repair documents & excess invoice to EMAIL. If you could please send back the signed docs & pay the excess, we will then be able to schedule repairs. Please send back to firstname.lastname@example.org or call us on[ your company number] if you have any questions. Thank you
AWAIT CUST FOLLOW UP – NO EXCESS
Hi NAME, [your company] regarding to your claim for ADDRESS. We have sent your repair documents to EMAIL. If you could please send back the signed docs, we will then be able to schedule repairs. Please send back to email@example.com or call us on [your number] if you have any questions. Thank you
Closing Tasks and Changing Works Status
Your task list should look the same/similar to above, if your claim is over $3300 you will have a send QBCC Contract task as well.
You need to close the send contract, send qbcc contract and works call the schedule task in order to change the works status to Awaiting Customer. If the status doesn’t automatically change you can click on the status and choose the option you need.
Updating the Insurer
Make sure after each update you send through an update to the insurer portal. If there is an “update insurer” task you can close that as well. Endata portal will also have to close tasks under job progress, job status history and then click the contract sent button.
“Hi team, repair documents have been sent to the insured. Thank you”
“Hi team, insured has advised they will review documents and return tomorrow. Thank you”
“Hi team, have followed up with the insured for the return of their repair documents. Thank you”
“Hi team, insured has sent back signed repair documents. Trades to be engaged. Thank you”
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